Executive Assistant

Role Responsibilities

The Executive Assistant is responsible for leading and coordinating the daily operations of the Executive Director's (ED) Office: maintaining consistent, efficient, and effective correspondence and information flow, arrangement of appointments and meetings, and travel coordination. This position provides executive administrative support for the Executive Director/Registrar including researching and summarizing briefing and background materials and manages the sector's Action Request program to ensure compliance with department guidelines and standards. The incumbent liaises, on behalf of the Executive Director's Office, with the Assistant Deputy Minister's (ADM) Office, and external Alberta and pan-Canadian partners and stakeholders to provide/obtain information and maintains close communication links with sector staff.  
 
The Executive Assistant requires comprehensive understanding and knowledge of sector and division objectives, business goals, operations, and issues as well as the functional responsibilities of other areas of the department. 
 
This position functions within the parameters of applicable government and department legislation, regulations, policies, directives, and guidelines. The incumbent assists in monitoring all briefings, reports, and correspondence prepared by the Executive Director's Office to ensure that the information provided in these documents is consistent with principles and guidelines that guide sector and related department operations.
 

Responsibilities include:
1.    Manage the Calendar and work schedule for the Exectutive Director/Registrar: Coordinates all activities related to the ED/Registrar's complex schedule. The incumbent screens
       meeting requests, redirects requests where appropriate, prioritizes meetings, and incorporates all activities to ensure effective arrangements/time management.

2.    Coordinate travel arrangements for the Executive Director/Registrar as required: Arranges out of town/province/country meetings and conferences including registration, airfare,
       accommodations, vehicles, and equipment requirements.

3.    Assist the Executive Director’s Office in coordinating sector activities involving multiple branches: Fosters/facilitates/leads relationships within the division, department, and
       external stakeholders.

4.    Manage Correspondence: Responds to ad hoc requests for information from the Minister's Office/Deputy Minister's Office/ADM's Office and disseminates pertinent information and requests for action promptly to
       the Executive Director/Registrar.

5.    Budget and cash flow coordinator for the sector: Monthly budget forecasting for the ED's Office and branches as needed. High attention to detail, working knowledge of all sector contracts
       and grants.

6.    Implement and coordinate effective administration for the sector: Prioritizes and follows up on multiple incoming issues and concerns addressed to the Executive Director/Registrar,
       including those of a sensitive and/or confidential nature; determines appropriate course of action.

Please click on this link to view the job description for this position.

APS Competencies

Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:
https://www.alberta.ca/system/files/custom_downloaded_images/psc-alberta-public-service-competency-model.pdf.

Systems Thinking - Considers inter-relationships and emerging trends to attain goals.

Agility - Works in a changing environment and takes initiative to change.

Build Collaborative Environment - Facilitates open communication and leverages team skill.

Creative Problem Solving - Focuses on continuous improvement and increasing breadth of insight

Qualifications

High School Diploma supplemented with three years of related experience.

Equivalency: Directly related experience or education considered on the basis of: one year of experience for one year of education or one year of education for one year of experience.

Must know or understand:

·    Department policies and procedures.

·    Department/division programs and priorities.

·    Office management principles and procedures.

·    Microsoft Office, Visio, Adobe, SharePoint.

·    Division's business plans, performance measures, and strategic initiatives.

Must be able to apply:

·    Information research, analysis, and evaluation skills

·    Advanced written, verbal, and interpersonal communication skills

·    Creativity

·    Conflict resolution skills

·    Public relations skills (professionalism and diplomacy)

·    Political acumen

·    Self-management skills (self-motivation, initiative, adaptability, intuition, resourcefulness)

·    Communication and influencing skills

·    Organizational skills and meeting management skills

·    Time management (priority setting and stress management skills)

·    Team development skills

Minimum recruitment standards outline the minimum education and experience required for appointment to a job classification. 

Refer to https://www.alberta.ca/alberta-public-service-minimum-recruitment-standards.

Notes

There is one (1) full time permanent position working 36.25 hours per week, Monday to Friday.

Work location is Edmonton.

Any costs associated with obtaining the required documents/checks as noted or interview travel expenses, will be the responsibility of the candidate. Out-of-province applicants can obtain the required documents/checks from the province they currently reside in. 

Links and information on what the GoA have to offer to prospective employees.

•    Working for the Alberta Public Service - https://www.alberta.ca/advantages-working-for-alberta-public-service.aspx.
•    Public Service Pension Plan (PSPP) - https://www.pspp.ca.
•    Alberta Public Service Benefit Information - https://www.alberta.ca/alberta-public-service-benefits.
•    Professional learning and development - https://www.alberta.ca/professional-development-support-directive.
•    Research Alberta Public Service Careers tool – https://researchapscareers.alberta.ca.
•    Positive workplace culture and work-life balance.
•    Leadership and mentorship programs.